Orders cannot be updated (posted) to the ledger and it generates no transactions. But, once the Order has been converted to a Purchase document, the Purchase document can be updated (posted) to the ledger.

Options to create / edit purchase documents:

1.New - On the “Purchases” screen, click the New button. Select a creditor (supplier) account on the Creditor accounts screen.

a)Your reference - You may enter a reference. This will allow you to track down the reference in the Search (Investigator) on the Action ribbon. All documents matching the reference will be listed.

b)Salesperson - Select a Salesperson. Salespersons are optional for purchases. This field is to show who handled the purchase. The salespersons are used for reports and to filter and search documents.

c)Document group 1/2 - Select Document group 1 / 2 - These groups are used for reports and to filter and search documents.

d)Date - By default, the system date will be displayed. You may enter or select any other date.

e)Due date - This date will be automatically be calculated. It is the “Date” plus the number of days set in the Accounting information tab of the selected creditor account.

f)Postal address - The postal address as entered for the creditor (supplier).

g)Delivery address - The delivery address as entered for the creditor (supplier) on the Delivery address tab.

h)Message - The message, as entered in the Documents setup - Purchases tab (Setup ribbon) will be displayed. You may edit / enter messages to be printed on the document layout file.

If an Order is confirmed and converted to an Invoice, the message as entered in the Documents setup - Orders tab (Setup ribbon) will be displayed. You may remove or edit the Order message.

Message line 3 - Reference document numbers

⬥Order number for confirmed and converted Order will be displayed.

⬥Document number of the copied document.

i)Tax reference - The Tax (VAT/GST/Sales tax) registration number as entered for the creditor (supplier).

j)Contra account:Standard - This is the default setting. If you click on this button, you may select a different account. The account code will then be displayed.

k)Status - Open, or Posted.

2.Document lines:

a)Item no. - Select a stock item.

Options to select stock items:

⬥Stock item lookup - Use the down arrow key to launch the Stock lookup.

⬥+ Open Fast add

⬥Enter the stock code, bar code or serial number in the document footer.

If the Financial entry stock item type is selected, the Accounts lookup screen will be displayed. The description of the selected account will be displayed. You may overtype this.

If Abbreviation definitions were set in the Action → Batch entry menu (F9:Process), you may enter a character (or more) to auto-complete a description in the document line.

b)Remark - You may also click on the + (before stock item code) to add a remark (additional information) for a stock item. This remark will be printed before the comment (if added) on document layout files.

c)Comment - You may click on the F9:Comment icon or press the F9 key to add additional information. This comment will be printed on document layout files.

d)Order / Ship - The default quantity is 1. You may overtype the quantities.

e)Unit price - If cost prices have been entered in in the Cost price field for the selected stock item, the cost price will be displayed. Cost prices Exclusive of VAT/GST/Sales Tax, if the F7:Exclusive icon is active - or Inclusive of VAT/GST/Sales, Tax if the F7:Inclusive icon is active.

f)Discount - You may enter the discount percentage for the item.

g)Amount exclusive - This will is the quantities in the Order and Ship field x Unit price. If any discount percentage is entered, the discount will be deducted from the unit price.

You may use the F11: Copy feature to copy the document transactions / comments from an existing document.